County of Alameda

DESCRIPTION

Under general supervision, performs the most complex clerical work requiring the exercise of considerable initiative, judgment and independence within the framework of Fire Department policies and procedures; gathers, maintains and prepares a wide variety of records, reports and documents; liaises with outside agencies to ensure accurate reporting and licensing requirements are being met; performs related duties as required.

DISTINGUISHING FEATURES

The Fire Department Specialist Clerk is a non-safety classification within the Alameda County Fire Department. This single confidential clerical position is responsible for performing complex clerical duties requiring the exercise of initiative and judgment beyond that of a journey-level clerical class. This classification is distinguished from the next higher classification of Fire Department Secretary II in that the latter has overall responsibility for one specific program area and reports directly to a division head.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Provides overall clerical support for administrative functions such as filing, record keeping and general research, processes incoming and outgoing mail, etc. May act as administrative support for the Alameda County Regional Emergency Communication Center (ACRECC) and the Support Services Division Chief.

2. May travel to other County locations or other agencies to obtain files, do research or clarify information.

3. May assist in resolving communication-related problems. May contact vendors to order special items or resolve problems. May compute costs and maintain billing and charge information. May maintain inventories of equipment.

4. May coordinate clerical activities of an office relieving professional staff of clerical duties. May prepare regular reports providing cost or expenditure information, services rendered or related information.

5. Compiles information and data necessary for the preparation of various departmental reports; prepares and maintains a variety of reports in which judgement may be exercised in the selection of data and materials.

6. File, maintains and retrieves documents, records and correspondence in accordance with established procedures; checks and reviews a variety of documents for completeness and accuracy.

7. Disseminates information and answers inquires by communicating with the public, department personnel, and outside agencies. Explains and interprets existing laws, regulations, OAGs and administrative policies governing the activities of the Department to the general public and other Department personnel.

8. Maintains the program for Department of Energy clearances (i.e., gathers required information for process, documents and maintain records, notifies of compliance/non-compliance).

9. May act as a liaison with outside agencies, including Lawrence Berkeley and Lawrence Livermore National Laboratories concerning clearances, compliance, training and reporting requirements.

10. Provides support for administrative services; prepares a variety of correspondence, interview materials, blinders and related material.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of experience in the class of Specialist Clerk I or in an equivalent or higher level clerical class in the Alameda County classified service. (Non-classified includes District Attorney’s Office and the Hospital Authority.)

Or II

The equivalent of three years of full-time clerical experience.

Special Requirements:

Positions that are either partially or completely located in the Alameda County Regional Communication Center (ACRECC) at the Lawrence Livermore National Laboratory (LLNL), a federally secured Department of Energy (DOE) facility will require candidates to meet DOE security clearance requirements.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Office administrative practices and procedures including business correspondence, records management, and standard office equipment operations.
• Time management and organization methods and practices
• Thorough or specialized program knowledge of work requiring the application of a variety of rules, procedures, codes and systems.


Ability to:

• Organize and prioritize work in order to meet critical deadlines
• Research, analyze and problem solve effectively.
• Communicate effectively both orally and in writing.
• Establish and maintain effective working relationships with other employees and the public.
• Demonstrate interpersonal sensitivity.
• Demonstrate flexibility
• Exercise sound judgment
• Adapt to stress.
• Plan, organize and coordinate work effectively while adhering to deadlines
• Work independently

CLASS SPEC HISTORY

BG:bl
7/12/00
Jobspecs/Newspecs: 8159.doc
MH:cs Revised 1/15/10
CSC Date: 1/27/10
GH:ah Revised 1/10/17
CSC Date: 2/1/17
DR:jf Revision 3/9/17
CSC Date:3/15/17

BENEFITS

*** For benefit information, please refer to the recruitment brochure.